Account & Admin Clerk
Salary Range:
Job Summary
The Account & Admin Clerk plays a vital role in providing administrative support to ensure the efficient operation across the company and its group of companies and affiliated entities (the “Group”). This position involves a variety of tasks, including maintaining accurate and up-to-date financial records, handling incoming calls, managing correspondence, maintaining office supplies, and assisting with general office operations within the Group. The ideal candidate will be organized, detail-oriented, and able to multitask effectively in a fast-paced environment within the Group.
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Key Responsibilities:
1. Office Administration:
● Welcome and assist visitors with professionalism and courtesy.
● Answer and direct incoming calls and inquiries to appropriate contacts across the
company and its group of companies .
● Handle incoming and outgoing mail and deliveries efficiently across the company
and its group of companies.
● Perform various word processing tasks, including drafting correspondence, memos,
reports and presentations.
● Maintain office filing and storage systems, both physical and electronic across the
company and its group of companies.
● Monitor and replenish office supplies and equipment.
● Follow up with clients, visitors, and vendors via email or phone as needed.
● Coordinate and monitor office maintenance and servicing to uphold a conducive
working environment.
2. Administrative Support:
● Schedule and coordinate physical and virtual meetings, appointments and events.
● Arrange logistics for meetings, including room setup, Zoom meeting, calendar
invitation, catering, and audiovisual equipment.
● Support government applications and handle related documentation.
● Assist with travel arrangements and accommodations for staff and visitors.
3. Documentation and Correspondence:
● Assist with the filing and e-filing of expenses bills, purchases bills, claim forms,
payment proof and other forms.
● Generate and process Purchase Order, Quotation, Invoice, Delivery Order, Official
Receipts and Payment Vouchers.
● Check schedule for payment due and send payment proof to respective service
provider
● Maintain accurate records and databases, ensuring data integrity and
confidentiality.
● Create and maintain spreadsheets and presentations as required.
● Understand and identify the expenses with correct Expenses Type to prepare claim
forms by compiling payment voucher, softcopy and hardcopy invoices and receipts.
● Send claim forms and payment proof to the claim person to ensure the amount is
correct.
● Obtain invoices through various subscription portals for expenses record-keeping.
● Collaborate with the Company Accountant to address expenses queries and ensure
accurate record-keeping.
● Support external provider assessment processes with necessary documentation.
4. Communication and Coordination:
● Foster effective communication within the team to facilitate smooth workflow and
coordination.
● Handle inquiries and requests from internal and external parties promptly and
professionally.
5. Problem Solving and Initiative:
● Proactively identify and address administrative challenges, proposing process
improvements as needed.
● Take initiative to complete tasks and follow up on outstanding items.
Qualifications:
Bachelor's degree in Business Administration, Office Administration, or a related field preferred.
Experience:
- Proven experience in administrative support roles.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
- Strong organizational and multitasking skills, with a keen eye for detail.
- Excellent communication and interpersonal abilities.
- Ability to work independently and in a team collaboratively in a fast-paced environment.
- Familiarity with office equipment and procedures.
- Knowledge of accounting principles and experience with expense tracking systems is an advantage.
Skillsets:
No special requirement.
Optional Skillsets:
No special requirement.